Executive Administrative Assistant / Office Operations Coordinator

The Catalyst Corporation; Chicago (IL); On-site; USD 34,440 - 41,328; Full time

Benefits offered by this job

Paid training

Growth alongside executive leadership

Collaborative and team-oriented work环境

Job summary

The Catalyst Corporation in Chicago seeks an Executive Administrative Assistant / Office Operations Coordinator to support our executive leadership and daily operations. This role blends executive support, office admin, recruiting coordination, data management, and front desk duties, requiring high organization, discretion, and proactive problem solving.

You’ll manage calendars, coordinate meetings, handle onboarding, maintain records, generate reports, and liaise with internal teams and

Qualifications

• 3+ years of administrative, executive assistant, office management, or operations experience
• Exceptional organizational and time management skills
• Strong written and verbal communication skills
• Ability to manage multiple priorities simultaneously
• High level of professionalism and confidentiality
• Excellent attention to detail
• Self-motivated with the ability to work independently
• Comfortable working in a fast-paced environment
• Strong critical thinking and problem-solving abilities

Responsibilities

• Provide direct administrative support to executive leadership
• Manage calendars, scheduling, and meeting coordination
• Coordinate Zoom meetings and virtual conferences
• Prepare meeting agendas and document meeting minutes
• Track action items and ensure follow-up on outstanding tasks
• Assist executives with daily operational priorities
• Organize documents, reports, presentations, and internal communications
• Maintain confidential information with discretion and professionalism
• Serve as primary point of contact for visitors and office guests
• Answer incoming phone calls and respond to general inquiries
• Maintain a professional and welcoming front desk environment
• Coordinate office supplies and general administrative needs
• Support onboarding logistics for new employees
• Assist with employment paperwork and orientation preparation
• Help coordinate office meetings, trainings, and company events
• Schedule candidate interviews
• Coordinate virtual interview logistics
• Host Zoom interviews and ensure meetings run smoothly
• Communicate professionally with applicants throughout the hiring process
• Assist with onboarding documentation and hiring workflows
• Maintain recruiting records and applicant databases
• Compile, organize, summarize operational data
• Build and maintain spreadsheets for executive reporting
• Create pivot tables and analyze trends within Microsoft Excel
• Generate recurring reports and performance summaries
• Audit information for accuracy and completeness
• Identify inconsistencies and proactively resolve data issues

Skills

Organization

Time management

Communication

Discretion

Independence

Problem solving

Detail oriented

Multitasking

Professionalism

Tools

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Google Workspace

Zoom

Microsoft Teams

Adobe Acrobat/PDF editing

Data entry

ATS/CRM experience

Job description

Executive Administrative Assistant / Office Operations Coordinator

We are seeking a highly organized, detail-oriented, and proactive Executive Administrative Assistant / Office Operations Coordinator to support our executive leadership team and daily business operations. This is a dynamic role that combines executive support, office administration, recruiting coordination, data management, and front desk responsibilities.

The ideal candidate is someone who thrives in a fast-paced environment, enjoys keeping projects organized, anticipates needs before they arise, and can confidently manage multiple priorities with professionalism and discretion.

This position is ideal for someone who enjoys being the person that keeps everything running behind the scenes.

What You’ll Do

Executive Support

• Provide direct administrative support to executive leadership.
• Manage calendars, scheduling, and meeting coordination.
• Coordinate Zoom meetings and virtual conferences.
• Prepare meeting agendas and document meeting minutes.
• Track action items and ensure follow-up on outstanding tasks.
• Assist executives with daily operational priorities.
• Organize documents, reports, presentations, and internal communications.
• Maintain confidential information with discretion and professionalism.

Office Administration

• Serve as the primary point of contact for visitors and office guests.
• Answer incoming phone calls and respond to general inquiries.
• Maintain a professional and welcoming front desk environment.
• Coordinate office supplies and general administrative needs.
• Support onboarding logistics for new employees.
• Assist with employment paperwork and orientation preparation.
• Help coordinate office meetings, trainings, and company events.
• Schedule candidate interviews.
• Coordinate virtual interview logistics.
• Host Zoom interviews and ensure meetings run smoothly.
• Communicate professionally with applicants throughout the hiring process.
• Assist with onboarding documentation and hiring workflows.
• Maintain recruiting records and applicant databases.

Data Management & Reporting

• Compile, organize, and summarize operational data.
• Build and maintain spreadsheets for executive reporting.
• Create pivot tables and analyze trends within Microsoft Excel.
• Generate recurring reports and performance summaries.
• Audit information for accuracy and completeness.
• Identify inconsistencies and proactively resolve data issues.

Communication & Relationship Management

• Maintain professional communication with internal teams, clients, and external partners.
• Coordinate across multiple departments to ensure projects stay on track.
• Build positive working relationships throughout the organization.
• Represent the company professionally in written and verbal communication.
• Follow up on outstanding requests and ensure timely completion.

General Operations

• Assist leadership with special projects.
• Prioritize competing deadlines with minimal supervision.
• Continuously look for ways to improve efficiency and organization.
• Adapt quickly to changing priorities.
• Perform additional administrative duties as assigned.

Qualifications

We’re looking for someone who enjoys organization, thrives on solving problems, and takes ownership of their work.

• 3+ years of administrative, executive assistant, office management, or operations experience
• Exceptional organizational and time management skills
• Strong written and verbal communication skills
• Ability to manage multiple priorities simultaneously
• High level of professionalism and confidentiality
• Excellent attention to detail
• Self-motivated with the ability to work independently
• Comfortable working in a fast-paced environment
• Strong critical thinking and problem-solving abilities

Technical Skills

Candidates should be highly proficient with:

• Microsoft Word
• Microsoft Outlook
• Microsoft PowerPoint
• Google Workspace (Docs, Sheets, Drive, Calendar, Gmail)
• Zoom
• Microsoft Teams
• Adobe Acrobat/PDF editing
• Data entry and database management
• Experience with applicant tracking systems (ATS), CRM software, or recruiting platforms is a plus.

What We’re Looking For

The ideal candidate is someone who:

• Anticipates needs before being asked
• Loves keeping people organized
• Can confidently manage executive calendars
• Takes initiative and ownership
• Is dependable and accountable
• Is comfortable interacting with executives, clients, and candidates
• Accepts feedback professionally and applies it effectively
• Maintains a positive, solution-oriented attitude
• Remains calm under pressure
• Has excellent follow-through and attention to detail
• $25.00–$30.00 per hour, based on experience
• Full-time (40 hours per week)
• Paid training
• Opportunity to grow alongside executive leadership
• Collaborative and team-oriented work environment